Explanation
BACKGROUND: To modify and extend the existing city-wide contracts for the option to purchase/lease 35 CPM/PPM Digital Copiers for all city agencies, to and including March 26, 2005. Formal bids were opened by the Purchasing Office on November 8, 2001. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000109RFM). FL001090 with MT Business Technologies, Inc.; FL001094 with Digital Imaging Solutions Co. (d.i.s.c.); and, FL001097 with Copiers & More Inc.were established in accordance with bids received. Their respective contract compliance numbers are 34-0376420, 31-1359691 and 31-1333600.
1. Amount of additional funds: There is no additional funding necessary to extend the option contracts. The estimated annual expenditure for agencies using the contracts is $125,000.00 per contract. Each division must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need was foreseen. An extension is provided for in the original contracts.
3. Reason other procurement processes not used: It is in the City's best interest to continue these agreements based on the current marketplace for purchase/lease of copiers.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreements.
FISCAL IMPACT: No funding is required to extend the option contracts. Each agency must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of copier services and product to agencies using the Universal Term Contract, this ordinance is be submitted as an emergency.
Title
To authorize and direct the Finance Director to modify and extend the citywide contracts for the option to purchase/lease 35 CPM/PPM Digital Copiers, with three (3) suppliers: MT Business Technologies, Inc., Digital Imaging Solutions Co. and Copiers & More Inc. and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bids; and
WHEREAS, suppliers have agreed to extend FL001090, FL001094 and FL001097 at current prices and conditions to and including March 26, 2005, and it is in the best interest of the City to exercise this option; and
WHEREAS, this is being submitted for approval as an emergency measure in order to continue providing purchase/lease of 35 CPM/PPM digital copiers and associated services to ensure that there is no interruption in the production of critical agency communications; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to extend FL001090, FL001094 and FL001097 for an option to purchase/lease of 35 CPM/PPM digital copiers and associated services thereby preserving the public health, peace, property, safety, and welfare, now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance Director be and is hereby authorized and directed to modify and extend FL001090 with MT Business Technologies, Inc.; FL001094 with Digital Imaging Solutions Co.; and, FL001097 with Copiers & More Inc. to and including March 26, 2005.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.